Kto10 Circulars - August 2018
General Information, SIRS and Enrolments
OLNA 2018 Round 2 – Testing
OLNA helpdesk (08) 9273 6726
Schools with Years 10 to 12 students are reminded about the following important dates and information.
OLNA 2018 Round 2 testing window
Monday 27 August to Thursday 30 August
Numeracy and Reading
Monday 27 August to Friday 21 September
Coordinators are reminded to complete the tasks in the ‘For coordinators’ checklist on pages 25 and 26 of the OLNA Handbook. This includes:
- providing students with an opportunity to sit the OLNA practice or example test. Further information is available at https://senior-secondary.scsa.wa.edu.au/assessment/olna/practice-and-example-tests.
- providing students with the ‘OLNA Information for students’ sheet. A template copy is available via https://senior-secondary.scsa.wa.edu.au/assessment/olna/schools.
- entering any student participation/incidents into the OLNA Dashboard by 24 September 2018. The OLNA Dashboard can be accessed at https://assess.scsa.wa.edu.au/admin.
Supervisors are reminded to complete the tasks in the ‘For supervisors’ checklist on page 40 of the OLNA Handbook including acquainting themselves with the OLNA Supervisor’s Handbook.
Supervisors should ring the OLNA Helpdesk on 9273 6726 immediately when an issue arises that prevents a student from completing their test.
OLNA IT staff
IT staff/Coordinators are reminded to conduct system and network checks as described in the OLNA Test-delivery website user guide available via https://senior-secondary.scsa.wa.edu.au/assessment/olna/schools under OLNA Test-Delivery Website User Guide.
The OLNA Handbook and the OLNA Supervisor’s Handbook are available via https://senior-secondary.scsa.wa.edu.au/assessment/olna/schools.
How to Search for WA Student Numbers in SIRS
If a student arrives at your school from another school in Western Australia, or even from overseas/interstate, you have the ability to search in the Student Information Records System (SIRS) for that student’s Western Australian Student Number (WASN) using a surname, given name and date of birth.
All student registrations are recorded in SIRS by the end of March. After this time, you will be able to search for students including the student’s previous school/s. You will know where to send a transfer note, if required.
- Hover over Enrolments in the menu bar.
- Click on Student Enrolment > Student Maintenance > Find Student Number (see image below).
The Find Student Number directory will appear (see image below). Enter the student’s Family Name, Given Name and Date of Birth.
- Click Search.If the information you have entered exactly matches the information in SIRS, you will find a result even if the student is not at your school (see image below).
If the details you have requested are different from the information in SIRS (e.g. date of birth is different, Jackie is spelt as Jacky etc.), no information will be found. In this case, please email email@example.com and provide the student’s:
- Family name (Surname)
- Given Name (First name)
- Date of Birth
- Academic Year
- Previous School (if known).
Troubleshooting: Search WASN
- What happens if the requested information does not show?Email firstname.lastname@example.org and provide student name, academic year and date of birth.
- What happens when a single year (for example, 2012 to 2012) is entered in the date range?Only a result for that year will be returned.
- What does it mean when the Department of Education is shown as the student’s main provider?
It means the student is likely to be under a Notice of Arrangements or may have been on the Whereabouts Unknown List (more likely with Years 7, 8, 9 and 10).
Registration of students on the Student Information Records System (SIRS) in 2019
Schools and other education providers are asked to note the following important dates as the last date for the initial upload of student registration and demographic information to the Student Information Records System (SIRS) in 2019. Please do not leave it until the last date to upload your data.
Thursday, 14 February 2019
- Initial 2019 registration and demographic information for Years 10–12 students (required for Online Literacy and Numeracy Assessment (OLNA) student lists and password generation).
- Initial 2019 registration and demographic information for ALL Kindergarten–Year 6 students where these students attend schools either administering National Assessment Program for Literacy and Numeracy (NAPLAN) online or delivering Brightpath.
- Initial 2019 registration and demographic information for all Year 7 and Year 9 students where these students attend schools administering NAPLAN Online.
- Initial 2019 registration information for all teachers where students attend schools delivering Brightpath.
Thursday, 14 March 2019
- Registration and demographic information for all remaining Years 7–9 students is due to be uploaded to SIRS on Thursday, 14 March 2019.
Thursday, 11 April 2019
- Registration and demographic information for Kindergarten–Year 6 students where these students attend schools not administering NAPLAN Online or delivering Brightpath is due to be uploaded on Thursday, 11 April 2019.
Updates to registration and demographic information should be uploaded into SIRS on a regular basis for the remainder of the year.
Details of how to register students are provided in the updated Data Procedures Manual 2018, with links to assist schools using Reporting to Parents, MAZE, and Excel. There is also a separate Student Registration Procedures Manual 2018 – Primary Students found at https://www.scsa.wa.edu.au/__data/assets/pdf_file/0009/349641/Student-Registration-Procedures-Manual-2018-Primary-Students.pdf to assist primary schools with creating and uploading their Student Registration and Demographic File (SRGDG).
Schools are requested to include their school code in any correspondence.
Western Australian Student Number (WASN) requests for 2019
All current students in Western Australia should have been allocated a Western Australian Student Number (WASN), and be registered with the School Curriculum and Standards. This number remains with the student throughout their school life. Schools need to recognise the importance of the WASN to avoid duplication of records and maintain continuity of student data.
From 8 October 2018, schools will only be able to request WASNs through the Student Information Record System (SIRS) for Kindergarten students commencing in 2019. If a student other than Kindergarten arrives at your school from another WA school, please check to see if they have a WASN first using the ‘Search for WASN’ process – explained in ‘How to Search for WA Student Numbers in SIRS’ in this circular.
If you cannot locate a number, then contact email@example.com and give details of the student’s legal surname, legal first name, date of birth and academic year. It is also useful to include your school code in any correspondence. Numbers will be sent back if the student already has one allocated and new numbers requested and generated by the system for those students without a number.
All secondary schools with a Year 7 intake can send a complete list (spreadsheet) of Year 7 students entering their school, including the student’s legal surname, legal first name and date of birth and we will look up the numbers on their behalf.
A reminder that details of how to register students can be found in the Student Registration Procedures Manual 2018 – Primary Students found at https://www.scsa.wa.edu.au/__data/assets/pdf_file/0009/349641/Student-Registration-Procedures-Manual-2018-Primary-Students-web-version.PDF with links to assist schools using Integris (RTP), Civica Maze, and Excel. There is also a Guide to uploading Student Registration and Demographic (SRGDG) file found at https://www.scsa.wa.edu.au/__data/assets/pdf_file/0004/349636/GUIDE-TO-UPLOADING-STUDENT-REGISTRATION-AND-DEMOGRAPHIC-FILE.pdf and some online training videos found at https://www.scsa.wa.edu.au/sirs-info/primary-schools.